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CRS Question and Answer Summary5/2/2019What trainings are required for an Independent Job Developer?Minimally, Tier 1, 2 and 3. Please see page 42 of the CRS Program Guide for more details.With these new training requirements, is there going to be a method that agencies can be reimbursed to send staff to themsimilarly to how OPWDD does for Innovations?No. This new training requirement was considered in the increased rates and ACCES-VR is funding NYS CASE to provide training at nocharge to vendors.It’s not clear where I can find the guidelines of the CRS 2.The CRS Guidelines are located in the Vendor section of the ACCES-VR itation-servicesCan we still submit questions to the CRS 2.0 mailbox?Yes, the CRS2@nysed.gov mailbox will remain open.With the change in 575X to 90 days after stabilization and Youth Extended cases remaining open, when will the Ticket to Workticket be transferred from ACCES?The ticket will be assigned to ACCES-VR until the case is closed.Will ACCES allow participants that have OPWDD Eligibility pending to be enrolled in ACCES Extended Services?QAQ112A2QA33QAQ445AQA566Q7A7Employment settings should be evaluated on an individual basis with the referring VRC or DO to determine if the setting meetsCompetitive Integrated Employment (CIE) and the requirements for an employment outcome. ACCES-VR has no current plan toindividually re-evaluate work-settings of participants currently enrolled in ACCES-VR Extended Services.QA88Are additional ACCES-VR extended slots (Adult and Youth) available now that they are estimated contract values?There is flexibility for Youth Extended because it is funded with federal dollars as other CRS services. Adult Extended is funded withState dollars and at this time we are limited to the slots that have been allocated to each vendor.Q9With the new CRS will students be able to be entered into supported employment job placement services while still attendingschool.ACCES-VR cannot guarantee that ACCES-VR Extended Services will be available while participants are waiting for eligibility foranother funding source for Extended Services. ACCES-VR Adult Extended Services would not be appropriate if another fundingsource is available. Please note that ACCES-VR Extended funds are limited and specifics should be discussed with the referring VRC orDO on a case by case basis.Will participants placed in jobs involving NYSID or Source America need to be removed from ACCES-VR Extended SupportedEmployment because these placements may no longer be considered Competitive Integrated Employment (CIE)?
AQA91010The VRCs will determine if supported employment could benefit students given their disabilities and academic schedule.Does this service 792X? include helping individuals enroll into the educational program.QA1111What type of experience or expertise would be necessary for a provider to deliver 792X?792X is a specialized service that is best delivered by a professional that has experience and is qualified to provide communicationsupport expertise. (i.e. School Psychologist or Speech and Language Pathology)Q12A12Q13A13QAQ141415AQAQA1516161717792X would support person-centered coping strategies, problem solving skills, stress management, and individual social awarenessand recognition for steps toward action. The Communication Skills Coach can help individuals with pre-semester campusorientations, registration, residential setting facilitation, understanding curriculum and agendas, instructor temperaments,department hierarchies and organizational structure of the post-secondary education setting. The key to this service is that it isaddressing communication needs and may be authorized for someone who needs assistance with enrollment. If the assistanceneeded is not communication based, other services could be authorized to assist with post-secondary enrollment.If a participant stabilizes before day 45 and all parties agree on the stabilization, when can the provider bill for day 45? 45 daysfrom day one of employment, 45 days from the stabilization date or not at all because they didn’t reach day 45 while in intensive.If the participant is stabilized before day 45, the 45 day milestone (574X) can still be billed 45 days from the start of employment.Stabilization prior to 45 days on the job is expected to be a rare occurrence.In the previous contract 964X was Work Based Coaching Supports for Students. In CRS2 964X is a WORKSITE BASED TRAINER andis to be used to provide non-disability related new employee orientation. Should then 959X – Coaching Supports for Employmentbe used for Students when more traditional job coaching is needed in an experience even though it isn’t a PreETS service?”Yes. 964X- Work based Trainer would be for Non-disability related orientation to a Work-Based Learning Experience (557X) andshould not be used for more traditional coaching supports. The 959X-Coaching Supports for Employment can be used if the studentneeds coaching supports during their Work-based Learning Experience.Can this service (120x) be performed in a group like DVE?120X is an individualized service and is generally delivered 1:1.It is my understanding that the 100X can only be authorized if accompanied by a 120X. Is this accurate? Also, can the 120X beauthorized as a stand alone service?No. Both 100X and 120X can be authorized as stand-alone services.For self-advocacy groups, is it 5 people minimum? Is there a maximum?Self-Advocacy can be delivered 1:1 or up to a maximum group of 5 participants.If we have more than 5 clients show up, can we hold a group with more than 5 if there are 2 staff present?The vendor would have two separate groups/trainings.
2626Q27A27In relation to the advocacy groups can they be a combination of adults and transitioning youth in the groups or do they need to beseparate?Yes, adults and youth/students should be served in separate groups. In some instances, a participant would only benefit if it was1:1.If service is provided as a group, do we need to provide a reporting form per individual?Yes, one report per individual.Under a 557x are they required to do an employee orientation?As a best practice, the vendor should provide an orientation to the placement site and duties if the employer does not provide one.For the CBWA, is it allowed to have the participant do an observation in the HR department of the agency if it aligns with theirinterest?The sites for CBWA are actual employer sites or integrated community sites, not agency/facility based.Does the job coach need a waiver to provide off site job coaching?Yes.Can we use the coaching supports during the 90-day stabilization period?Once participants are stabilized, they would receive job coaching support through their extended provider, which could be OPWDD,OMH, or ACCES-VR. The ACCES-VR case would be open for 90 days after stabilization, but participants would receive their coachingsupports via the extended funding stream.Can the 959x be authorized for both supported employment as well as placement services?959X is authorized for placement services.Which job coaching service can be coupled with 958X?959X. (790X depending on the work activity, the VRC will identify when appropriate)Is a maximum of 320 hours correct in the Program Guide for the 963X and 958X or was it a typo and is this a lifetime limit?The 320-hour maximum for 963X and 958X service is correct. Typical authorizations will not be 320 hours, the actual number ofhours authorized for these services will be determined by the VRC based on determined need, up to a maximum of 320 hours. Thereis no lifetime limit. The VRC will authorize hours on a case by case basis, based on the individual needs of the participant.The CRS Program Guide indicates that the provider would be responsible for monitoring participant progress in the 557X, whatdoes this mean?Even though payment can be processed once the student successfully begins the WBL experience there is the expectation that theproviders monitor the students’ progress throughout the WBL experience. The provider should be able to confirm that theexperience is going on as planned and be able to determine if a student has additional support needs. Please note that the 557X canbe paired with the 964X Worksite Based Trainer for orientation (Non-disability related orientation) and 959X-Coaching Supports foradditional coaching supports.
Will ACCES authorize an Entry Service II (118X) so that a provider can assist with gathering something for the OPWDD Eligibilityprocess such as an ABAS II.Entry Service II (118X) is specific to ACCES-VR eligibility, it cannot be used to obtain documents required for OPWDD Eligibility.If someone participated in Self-Advocacy for Employment (123X) but needs it again in the future can it be reauthorized or is it aonetime auth for each participant?It is possible for Self-Advocacy for Employment (123X) to be authorized more than once. The decision to authorize the service againwould be made by the VRC.What is ACCES-VR going to provide agencies to document stabilization?Providers should maintain service documentation documenting stabilization agreement with all parties. Additionally, maintainingemails verifying agreement is suggested when available.For Coaching and Communication Supports for Post-Secondary Education and Employment (792X) can we bill for communicatingwith the VRC?No.Can Coaching and Communication Supports for Post-Secondary Education and Employment (792X) be delivered to a group or ingroup settings?No, the 792X can not be provided in a group setting.Is 792X able to be used for coaching in paid internships?Yes.Can 792X be used along with supported employment and extended services?Yes, VRC’s are able to authorize 792X with Supported Employment. The participant would need to have an open case with ACCESVR.If a participant completed a CBWA or Work Experience and then moves into supported employment is a situational assessmentstill required for the Pre-Employment Assessment/Job Development Service 35A35QA3636Can a Work Try-Out be used with the 557X?Q37AQ3738If staff and the participant have the same employer, but are organized under different units, will the placement qualify as an SEOutcome, The SE Guide indicates that Staff providing support cannot be co-workers?Placements will be evaluated by the VRC on a case by case basis to determine if they qualify for an SE Outcome.Is it the sole responsibility of the provider to determine the Extended Funding source for ongoing support services?The referring VRC can evaluate on a case by case basis, other services that have been completed such as a CWBA or WorkExperience to determine if the information obtained was sufficient as a substitute for the required situational assessment (572X).When developing a Pre-ETS paid work-based learning experience with 557X, the student would be compensated using 963X. If thestudent was instead pursuing a long-term, permanent job placement, a WTO/OJT could be authorized to fund the student’s wages.
A38QA3939Q40AQA404141Q42AQA424343Q44For services that require an additional form submission (Paystubs or assessment report) can the provider submit the report andthen submit the additional requirement using the same report naming convention or will it be overwritten?A44Providers should make sure that they submit a complete record through ERS including attachments such as a paystub or detailedassessment report. Attachments should not be submitted separately unless it has a separate naming convention such as the resumethat needs to be submitted with the 929X. If reports are amended the revised complete report with handwritten signature will needto be scanned and submitted through ERS again.The ACCES-VR VRCs will identify on the referral that an individual is anticipated to meet the criteria for extended service funding.The provider should ensure that the participant has or is in the process of obtaining extended service funding at the time of thereferral.Is it correct that stabilization can occur before, or after, the 90th day of employment?There is no specific timeframe established for stabilization. Stabilization occurs when the individual's work performance reaches aperformance level acceptable to the employer, and the job coaching and related ongoing support services have diminished to thelevel necessary to maintain the individual in employment. At this point stabilization is agreed upon by the VR counselor, thesupported employment provider/job coach and the participant. When stabilization occurs, the worker is ready to transition fromACCES-VR funded intensive supported employment services to the appropriate source of ongoing support services known asextended services. This transition must not occur until all aspects of the individual’s placement indicate that the employmentsituation is secure and consistent with the individuals’ IPE goal and employment factors. Stabilization on the job marks the end ofintensive services and the transition to extended services. Please note that Job Retention (575X) is achieved 90 days afterstabilization.On the 575X report, it states the 575X milestone cannot be achieved until 90 days after the stabilization date. Is this correct?Yes. Job Retention (575X) is achieved 90 days after stabilization.What does the term drop-out mean in relation to the 559X?For the 559X, to receive the 20% drop out rate, the vendor would have to verify that the site was developed prior to the participantdropping out. Drop-out rate would not be paid if the person dropped out prior to site development.Can 510X (Customized Employment) be authorized in conjunction with 559X (Work Experience Development) and 958X(Community Based Work Experience)?No. 510X can only be paired with Supported Employment and Direct PlacementThe report form does not have a space for electronic signatures?Starting June 1, 2019, providers are required to physically sign report forms and scan them so that they can be submitted throughthe Electronic Reporting System (ERS). ACCES-VR will not accept electronic signatures (typed) for the reports submitted through ERS.Original handwritten signatures are required for the reports and they need to be maintained in the provider records.
Which services have report forms that need to be completed?All CRS Services now have a deliverable report form except for Adult Extended Supported Employment which will still be reportedvia a monthly roster turned in quarterly to Central Office with a standard voucher. The report forms are all located rt-formsThe report form asks for an OSOS# but we are not always able to obtain one?If the OSOS# is not available please note the reason in the text field. If OSOS complete registration is not feasible the participantshould create a Job Zone account, print the profile and submit the profile with the deliverable report form.Has the naming convention Q52How is Youth Extended Supported Employment (582X) reported?A52Q53582X Authorizations are listed on the VR-370 and monthly reports should be submitted for each participant via the ElectronicReporting System (ERS)On the 112X report, under #3, it states “Detailed Vocational Assessment Report is required to be submitted with the VR-112X”. Isthere a form for this report?The naming convention for the Electronic Reporting System (ERS) has not changed, it was covered in the Billing training. This trainingwas posted to the CRS page. servicesAre we still required to complete case notes (service documentation)?Yes, providers are required to complete and retain service documentation for services they complete.Are monthly reports still required for supported employment and direct placement services?Yes, the Monthly Placement Activity report (MPAR) for Job Placement Services is required to be submitted monthly for participantsin the Job Seeking and Development Phase and a Monthly Progress Report for Supported Employment (MPSE) is required to besubmitted monthly for any participant in Supported Employment during the job preparation and job development phase. MPSEreporting is required to resume within two weeks if the Job Retention milestone (Case Service Code 575X) is not achieved 90 daysafter the stabilization date and should continue until the Job Retention milestone is achieved (Case Service Code 575X).Do we need to submit annual wage verification for participants age 25 and under in youth extended services (582X)?Yes, Wage Verification (Paystub or letter from the employer) is required for 582X Extended Supported Employment for Youthquarterly for the first year of the service and then annually thereafter. Wage Verification should be scanned in with the 582XDeliverable Report form and be submitted through the Electronic Reporting System.Does Extended Services (578X) need to submit annual wage verifications for participants?Wage Verification (Paystub or letter from the employer) is required to be submitted for Extended Supported Employment quarterlyfor the first year of the service and then annually thereafter. Wage Verification should be submitted with the Extended SupportedEmployment Roster to Central Office.
1ACCES-VR does not have a template for the Detailed Vocational Assessment Profile Report. Vendors should develop the reportbased on the requirements outlined in the Deliverable and Payment Process section for the 112X in the CRS Guidelines. TheDetailed Vocational Assessment Profile Report should be scanned and submitted with the 112X deliverable report form whensubmitted into the Electronic Reporting System (ERS).When submitting the pay stubs with the reports for the 958x, the way pay statements are issued and the way we track monthlyhours are not matching. Will we need to adjust the 958x form to reflect what is on the pay statements?The hours reported on the 958X report should match those on the paystubs submitted with the report.The 574X form says wage verification is required with the submission of the 574X, can we submit the wage verification after the574X report? We may need extra time to obtain the information.The 574X (45 day) requires wage verification as a deliverable. Wage verification should be submitted with the 574X DeliverableReport Form in order for the service to be billed. The wage verification should be added to VR-574X signed form and scanned in asone file so that they can be submitted as one electronic document.Can the Reports Rubric be shared with us beforehand?Outcomes from the performance rubric will be shared and discussed with vendors at their semi-annual meetings with the DistrictOffice.With regard to the new Service Report forms, what do we do if a service (say for example the 123X) occurs over more than onebilling period? Would we only submit the form at the end of the service, or would we submit an uncompleted form midwaythrough the service?Bill at the end of service delivery.For the 175X, do we attach a separate document as the analysis of benefits counseling or do we just include it in the narrativeportion of the service report form?Include it in the narrative portion of the report. If you run out of space in the report, you may submit a second page of narrativeCan you please clarify the 5 calendar days as the authorizations are not always received within 5 days of the authorization?ACCES-VR will monitor the timeliness measures throughout the life of the contract and take into consideration regional andstatewide averages.Can an Evaluator II provide a service that required an Evaluator I?Yes, an Evaluator II can provide a service that minimally requires and Evaluator I.Can ACCES VR waive the educational/experience requirements for the E
With these new training requirements, is there going to be a method that agencies can be reimbursed to send staff to them similarly to how OPWDD does for Innovations? A 2. No. This new training requirement was considered in the increased rates and ACCES-VR is funding NYS CASE to provide training
